Writing Effective Applications for the DFC Program : www.ondcp.gov/dfc Writing Effective Applications for the DFC Program Drug Free Communities (DFC) Support Program
Executive Office of the President of the United States
White House Office of National Drug Control Policy
and the
Substance Abuse and Mental Health Services Administration
The Grant Cycle : www.ondcp.gov/dfc The Grant Cycle January: Request for Applications (RFA) public
March: Applications are due
March/April: Screened for format and related HHS requirements
April: Screened for statutory eligibility by CSAP & ONDCP in April of each year
May/June: Peer Review Process
June/July: Rank ordered; “Package” completed by SAMHSA & approved by ONDCP
August: Funding decisions announced
August/September: Training Triage by SAMHSA POs
December: Mandatory New Grantee Training in DC
The Grant Cycle : www.ondcp.gov/dfc The Grant Cycle January
RFA public March
Applications Due March/April
HHS format/requirement screening April
Statutory Eligibility Screening
Eligible? Ineligible? May/June
Peer Review Process June/July
Rank Order
“Package Assembled” August
Funding Decisions Announced August/September
Training Triage by POs December
Mandatory New Grantee Training
Review and Selection ProcessWhy do applicants fail to get funded? : www.ondcp.gov/dfc Review and Selection ProcessWhy do applicants fail to get funded? Miss the application deadline
Application provides too much fluff
There is no “there” there
Fail to respond to the questions in the RFA
Application lacks consistent focus from problem identification through evaluation
Identify alcohol & tobacco as main problems and discuss evaluation of reduction in prescription drug abuse
Application lacks focus on environmental strategies and community-level change
Focuses on individual strategies/programs
Who are Peer Reviewers? : www.ondcp.gov/dfc Who are Peer Reviewers? DFC grantees in Years 1-4 or 6-10
Go through training
At MYTI/Forum
Conference Calls
Human elements to the process
Do not make it hard for Reviewers to find information
Lose the “fluff”
Want to read your “story”
Write application for one of your peers to read
Proving the Applicant Eligible : www.ondcp.gov/dfc Proving the Applicant Eligible The required attachments have a purpose
Proof of statutory eligibility
READ the Drug Free Communities Act
LABEL attachments, so that eligibility screeners can easily find them
In order, as requested
Bold the title
Number/Letter it (e.g., Attachment A)
NUMBER the attachment pages
even if you have to do it by hand
The 12 Sectors (examples of potential representatives) : www.ondcp.gov/dfc The 12 Sectors (examples of potential representatives) Youth
a person under 18
Parent
mother/father/guardian/grandparent
Business
Chamber of Commerce/owner of local shop
Media
the outlet where the majority of the community gets information
School
Principal/Superintendent
Youth-Serving Organization
Boys & Girls Club
The 12 Sectors (con’t)(examples of potential representatives) : www.ondcp.gov/dfc The 12 Sectors (con’t)(examples of potential representatives) Law Enforcement
Chief of Police/Sheriff
Religious/Fraternal Organizations
Pastor/Rabbi/Imam/Masons
Civic/Volunteer Groups
Sertoma Club/Kiwanis Club
Not just some random “volunteer” on the coalition
Healthcare Professionals
Doctor/Nurse/Dentist
State/Local/Tribal Government
SSA/State Prevention or Treatment Director
Other Substance Abuse Organization
Local prevention/treatment provider
Proving Sector Involvement : www.ondcp.gov/dfc Proving Sector Involvement Required sector chart
Required supporting document must match or identify the person in the sector chart
Required meeting minutes where members are listed by sector name
Answers to questions regarding coalition capacity & membership development/involvement
Evidence: sector chart & supporting documents
*Youth sector = <18
Proving 6 Months of Existence for Coalition : www.ondcp.gov/dfc Proving 6 Months of Existence for Coalition 2 sets are required in specified timeframes
At least 6 months before application due date
Between application due date and the first set of minutes provided
Must demonstrate that the meetings focused on substance abuse prevention
Must be coalition’s minutes, not fiscal agent’s
Must include a list of all attendees
List by sector
Include month, date and year
Evidence: 2 sets of minutes in required specified timeframes
An Eligible Mission Statement : www.ondcp.gov/dfc An Eligible Mission Statement Coalition must have as its principal mission the reduction of substance abuse, which at a minimum includes the use/abuse of drugs…with a primary focus on youth…
Must be the coalition’s mission statement, not the fiscal agent’s
Evidence: mission statement that includes youth substance abuse prevention
Multiple Drugs Address : www.ondcp.gov/dfc Multiple Drugs Address …developed a strategic plan to reduce substance abuse among youth, which targets multiple drugs of abuse
Multiple = more than 1
Cannot be an “underage drinking” coalition that does not address other drugs & expect to be eligible for a DFC grant
Evidence: Action Plan
Required 1:1 Match : www.ondcp.gov/dfc Required 1:1 Match Must show a dollar-for-dollar match from non-federal sources equaling amount of request from the Federal Government
Cash (e.g., shared salary/benefit expenses for paid staff)
In-kind/Donated (e.g., office/meeting space, paper, copying services, etc.)
Do not overpromise match
Got a million dollars? Prove it.
Must account for every matched dollar to the Government
Evidence: Budget & Budget Narrative
*Coalitions with Native American representation that receives funds from the Bureau of Indian Affairs may use federal funds as match
DFC Match Requirements : www.ondcp.gov/dfc DFC Match Requirements Funding Year & Match Requirement
Years 1-6 = 100%
Years 7-8 = 125%
Years 9-10 = 150%
How Much Can I Ask For? : www.ondcp.gov/dfc How Much Can I Ask For? No more than $125,000/year within all parts of the application
Make sure ALL the numbers match
Make sure they do not exceed $125,000
Evidence: 424, 424A and Budget
Neighboring Coalitions : www.ondcp.gov/dfc Neighboring Coalitions 2 coalitions may not serve the same zip code unless both have clearly prescribed their plan for collaboration
Go to the DFC website, www.ondcp.gov/dfc, and see if there is a coalition in a town near you
Specify the zip codes each coalitions serves
Explain the overlap of zip codes and WHY both coalitions are needed
Evidence: letter/MOU from the neighboring coalition acknowledging collaboration
One DFC Grant at a Time : www.ondcp.gov/dfc One DFC Grant at a Time Grantee = Entity awarded a grant
Only one grant can be issued to a grantee at one time
Evidence: SAMHSA screening & required Assurance attachment Coalition
with 501c(3) status Outside Fiduciary Agent
10 Year Rule : www.ondcp.gov/dfc 10 Year Rule No coalition can receive DFC funding for more than 10 years
Outside fiduciary agents cannot seek funding for the same coalition for more than 10 years
Evidence: SAMHSA screening & Compliance Attachment